Vendor Registration

Arizona Bike Week® 2024 will be held at WestWorld of Scottsdale, 16601 N. Pima Rd., Scottsdale, AZ 85260, from April 3 – 7. Vendors should plan to arrive and set up their displays on April 1st and 2nd, beginning at 8 am (earlier setup is not permitted). Tractor Trailers and display trailers must move in on Monday, April 1st. Your space will be preassigned and you will be advised of your location at vendor check-in. Vendors are responsible for setting up and breaking down their own displays.

Rental tents and equipment must be ordered and paid for at least 30 days prior to the event. If you have ordered and paid for rentals 30 days out, they will be installed prior to Noon on Tuesday, April 2nd, and removed at the close of the show. Power will not be available until 1 hour before gates open on Wednesday. In some cases, it may be earlier so keep items unplugged. ABW® is not responsible for damaged equipment due to power fluctuation, low voltage, or outage.

Vendor check-in will be clearly marked and vendor parking and trailer storage will be provided.

Camping is available on-site, but no camping will be permitted inside the vendor area. Campsite reservations can be made with this application. Reservations should be made well in advance of the event to ensure availability

Vendor Gates open daily at 8 am (Vendors should fully stock booths each day prior to public gates. No vehicles will be allowed in the vendor area once gates are open!!!)

General Public Event Hours

• Wednesday, April 3, noon - midnight
• Thursday, April 4, noon - midnight
• Friday, April 5, 10 am - midnight
• Saturday, April 6, 10 am - midnight
• Sunday, April 7, 10 am – 6 pm

Vendors are required to remain open until 9 pm Wednesday – Saturday, and 6 pm on Sunday. ABW® will provide some aisle lighting but you should plan to provide lighting inside your booth area.

When gates open to the public, all displays should be in place with all vehicles removed from the vendor area. No vehicles will be allowed in the gated area during event hours other than display and install vehicles. Aisles are also "Fire Lanes" and must be kept clear. Your display must fit completely inside your vendor space, including but not limited to; signage, trailer tongues, and tailgates, (if you need space to load & unload your trailer daily you must consider that requirement when you submit your application and provide yourself sufficient area to do so) trailer awnings cannot extend into the aisle; merchandise racks and signs must not obstruct the walkway nor hamper your neighbor in any way.

Signage or banners that are not authorized by ABW® will be removed and disposed of without notice. Teardown begins April 7 at 6 pm (no vehicles are allowed inside the event area until the gates close at 6 pm) and must be completed by 6 pm April 8, 2024. Make sure your area is clean and free of debris prior to departure.

IMPORTANT: Spaces are assigned on a FIRST-PAID, first-placed basis.You can hold your spot with a 50% deposit of your total fee.The balance is due no later than 30 days prior to the start of the event. Space reservations not paid in full 30 days from the start of the event will be canceled.Once we have received your payment for at least 50% of the total, your space will be held as of that date.

You will have the option of making special requests on your application, including the same space as last year, specific direction, or to be placed next to another vendor, etc. We will do our best to accommodate special requests but will not guarantee them. Spaces with special requests that are paid in full will get first consideration. If we are unable to accommodate a paid request, the special request fee will be refunded to you during the event. All vendor applications are subject to approval by Arizona Bike Week®.

Your "Vendor Passes" will be available at Vendor Check-In Lost or stolen passes cannot be replaced. Additional passes are available on the vendor application. The number of additional vendor passes you purchase may not be greater than the number of passes that is included with your space.

Cancellation Policy If you register and pay for a vendor space but later discover you are unable to make the event, ABW® will refund your vendor fees, less a 5% processing charge, if you notify our office in writing no later than February 28, 2024. No refunds will be considered beyond that date.

Sublet Policy Every vendor on the property must be individually registered and insured with ABW® and reported to the City of Scottsdale. No subletting or sharing is allowed and will result in additional fees and/or the violator being escorted from the property. This policy will be strictly enforced!!!

Prohibited Activities and Restricted Merchandise: No unauthorized use of the Arizona Bike Week® name and/or logo. ABW® holds federally registered trademarks on the words "Arizona Bike Week®" and the ABW® logo. Merchandise utilizing these words or any variation or images will be confiscated as evidence of infringement and the vendor will be required to leave the property.

Any sales of products that represent 10% or more of your space allocation that is not declared in this application will be prohibited!!

• No firearms (knives are acceptable but must be given approval by ABW® coordinator)
• No pornography in any form
• No controlled substances
• No lewd, obscene, profane, or inflammatory clothing or items
• No items with offensive or detrimental material
• No roving vendors/salespeople
• No games of chance

Liability Insurance A certificate of insurance is required with a general liability of $1,000,000 per occurrence with an aggregate of $2,000,000. Insurance coverage is not optional. The insurance must be in force during the dates of the event, naming FX Promotions, Inc DBA Arizona Bike Week (104 S Robson, Mesa, AZ 85210) as the certificate holder. The following must be named as additional insured: FX Promotions, Inc., WestWorld of Scottsdale, City of Scottsdale, and the U.S. Bureau of Reclamation. Please submit insurance certificates to the Vendor Coordinator.

Affordable insurance policies are available online at: https://securevendorinsurance.com/RainprotectionGroupVendor/ApplicantInformation

Sales Tax All vendors are required to pay Arizona State sales tax on goods and services sold at Arizona Bike Week. Please register at AZTaxes at https://www.aztaxes.gov/Home/WelcomeRegister prior to the event. A list of vendors will be sent to the City of Scottsdale and the State of Arizona for tax verification.

Vendor Fire Safety All vendors are obligated to obey all pertinent fire and safety codes, laws, ordinances, and regulations as mandated by the State of Arizona, the City of Scottsdale, and Arizona Bike Week®. The City of Scottsdale Fire Ordinance requires a safety kit (including at least; 1 Fire Extinguisher, 1 Illuminated Exit Sign per exit w/emergency backup lights, a Load Occupancy Sign, and a No Smoking Sign for all tents 400 sq. ft. and larger. Kits and installation are available in the accessory rental section of the vendor application. Vendors will not be allowed to open for business until the safety kit is installed. Scottsdale fire safety code dictates canopies provided by vendors must be fire retardant and a certificate must be available for inspection.

Security Arizona Bike Week® will provide 24-hour security inside the vendor area beginning the evening of April 1, 2024. However, you are responsible for protecting your merchandise from theft or damage. ABW® will not be liable for any lost or stolen items.

Questions about policies? If you have questions about the above policies, before submitting your application, contact Kristina at KristinaA@azbikeweek.com.